Tender Document

TENDER DOCUMENT
Empanelment of Agencies
To provide Technical Resources
for
Software Development and Maintenance Services
Date: 20/12/2016
Madhya Pradesh Agency for Promotion of Information

Technology
State I.T. Centre, 47 A, Arera Hills, Bhopal
Website: www.mapit.gov.in
DISCLAIMER
All information contained in this Request for Empanelment (RFE) provided/ clarified are in the
good interest and faith. This is not an agreement and this is not an offer or invitation to enter into
an agreement of any kind with any party.
Though adequate care has been taken in the presentation of this RFE document, the interested
firms shall satisfy it-self that the document is complete in all respects. The information published
in this document is not intended to be exhaustive. Interested Bidders are required to make their
own enquiries and assumptions wherever required.
Intimation of discrepancy, if any, should be given to the specified office immediately. If no
intimation is received by this office by the date mentioned in the document, it shall be deemed
that the RFE document is complete in all respects and firms submitting their bids are satisfied
that the RFE document is complete in all respects.
Madhya Pradesh Agency for Promotion of Information Technology (A society under Department
of Science & Technology, Government of Madhya Pradesh) reserves the right to reject any or all
of the applications submitted in response to this RFE document at any stage without assigning
any reasons whatsoever. Madhya Pradesh Agency for Promotion of Information Technology also
reserves right to withhold or withdraw the process at any stage with intimation to all who have
submitted their bids in response to this RFE. Madhya Pradesh Agency for Promotion of
Information Technology reserves the right to change/ modify/ amend any or all of the provisions
of this RFE document without assigning any reason. Any such change would be communicated
to the bidders by posting it on the website of Madhya Pradesh Agency for Promotion of
Information Technology (www.mapit.gov.in).
Neither Madhya Pradesh Agency for Promotion of Information Technologynor their employees
and associates will have any liability to any prospective Respondent interested to apply or any
other person under the law of contract to the principles or resolution or unjust enrichment or
otherwise for any loss, expense or damage which may raise from or be incurred or suffered in
connection with anything contained in this RFE document, any matter deemed to form part of
this RFE document, the award of the Assignment, the information and any other information
supplied by or on behalf of Madhya Pradesh Agency for Promotion of Information Technology
or their employees and Prime applicant (PA)/ Consortiums or otherwise arising in any way from
the selection process for the Assignment.
Information provided in this document or imparted to any respondent as part of RFE process is
confidential to Madhya Pradesh Agency for Promotion of Information Technology and shall not
be used by the respondent for any other purpose, distributed to, or shared with any other person
or organization.
Request for Empanelment (RFE) of Software Development Agency
Table of Contents
1.
NOTICE INVITING TENDER (NIT) .................................................................................................................... 4
2.
IMPORTANT DATES....................................................................................................................................... 5
3.
INTRODUCTION ............................................................................................................................................ 6
3.1.
3.2.
3.3.
3.4.
4.
MADHYA PRADESH AGENCY FOR PROMOTION OF INFORMATION TECHNOLOGY ...........................................................6

BACKGROUND .................................................................................................................................................6
ELIGIBILITY / QUALIFYING CRITERIA ..................................................................................................................... 6
EARNEST MONEY DEPOSIT ................................................................................................................................ 8
BIDDING INSTRUCTIONS ............................................................................................................................... 9

4.1.
SUBMISSION OF BIDS........................................................................................................................................ 9
4.2.
TECHNICAL BID ...............................................................................................................................................9
4.3.
FINANCIAL BID ................................................................................................................................................9
4.4.
PERIOD OF VALIDITY OF PROPOSAL .....................................................................................................................9
4.5.
AMENDMENTS TO RFE ................................................................................................................................... 10
4.6.
LANGUAGE OF PROPOSAL ................................................................................................................................10
4.7.
CURRENCY OF THE PROPOSAL AND PAYMENT ......................................................................................................10
4.8.
CLARIFICATION ON BIDS .................................................................................................................................. 10
4.9.
BID OPENING................................................................................................................................................10
4.10.
BID EVALUATION ...........................................................................................................................................11
4.10.1.
Technical Evaluation .......................................................................................................................11
4.10.2.
Financial Evaluation ........................................................................................................................11
4.10.3.
Process of Empanelment .................................................................................................................12
4.11.
TERMS OF EMPANELMENT...............................................................................................................................13
5.
GENERAL TERMS AND CONDITIONS............................................................................................................ 14

5.1.
PAYMENT TERMS........................................................................................................................................... 14
5.2.
CONFIDENTIALITY ..........................................................................................................................................14
5.3.
MAP_IT RESERVES THE RIGHT TO THE FOLLOWING ..............................................................................................14
5.4.
OTHER INSTRUCTIONS ....................................................................................................................................14
5.5.
DISQUALIFICATION .........................................................................................................................................15
5.6.
MODIFICATION, SUBSTITUTION & WITHDRAWAL OF THE PROPOSAL........................................................................ 15
5.7.
LIQUIDATION/PENALTY ...................................................................................................................................16
5.8.
TERMINATION OF CONTRACT ...........................................................................................................................17
5.8.1. Termination by Default ........................................................................................................................17
5.8.2. Termination for Insolvency, Dissolution etc. ........................................................................................17
5.8.3. Termination for Convenience ...............................................................................................................17
5.9.
FORCE MAJEURE ...........................................................................................................................................17
5.10.
DISPUTES AND ARBITRATION............................................................................................................................18
6.
ANNEXURES ................................................................................................................................................ 19
6.1.
ANNEXURE 1: PROPOSAL FORM ....................................................................................................................... 19
6.2.
ANNEXURE 2: QUALIFICATION OF THE BIDDER.....................................................................................................21
6.2.1. Bidder Information Sheet .....................................................................................................................21
6.2.2. Experience/Project Details ...................................................................................................................21
PAGE 2 OF 27

6.3.
6.4.
6.5.
ANNEXURE 3: QUALIFICATION & EXPERIENCE OF TECHNICAL RESOURCES .................................................................22

ANNEXURE 4: FINANCIAL BID FORMAT ..............................................................................................................24
ANNEXURE 5: DETAILED COMMERCIALS .............................................................................................................25
PAGE 3 OF 27
1.
Notice Inviting Tender (NIT)

Madhya Pradesh Agency for Promotion of Information Technology, Government of
Madhya Pradesh
Tender for Empanelment of Software Development Agency

Tenders are invited from reputed Software Development Agencies based in India for providing
Technical resources for Software Development and Maintenance Servicesat MAP_IT,
Department of Science & Technology, Government of Madhya Pradesh.
The RFE document can be downloaded from the Madhya Pradesh e-Procurement Portal
www.mpeproc.gov.incommencing 20/12/2016 10:30 AM IST. The bids are to be submitted
online through the e-Procurement Portal only. A copy of the RFE would also be available at
MAP_IT Website (www.mapit.gov.in). Cost of RFE document is Rs. 1,000/- INR (Rupees One
thousand only).
The last date and time for Submission of RFE Responses is 12/01/2017, 03:00 PM IST.For
Eligibility criteria, timelines and other relevant details, please refer the RFE document.
(Addl. Chief Executive Officer)

MAP_IT
PAGE 4 OF 27
2.
Important Dates
1.
Issuance of RFE Document
2.
Last Date and Time for receipt of queries for Pre Bid
(email ID :ankitgupta@semt.gov.in)
20/12/2016
27-12-2016 till 3:00 PM (IST)
Pre-Bid Conference will be held in MAP_IT Office

3.
(Aryabhat Conference Room, MAP_IT, 2nd Floor, State IT

Centre, 47-A Arera Hills, Bhopal)
27-12-2016 at 3:30 PM
5.
Last Date and Time for Submission of Bids
12-01-2017, till 03:00 PM IST
6.
Technical Bid Opening
12-01-2017,at 03:30 PM IST
7.
Financial Bid Opening
Will be communicated to the

qualified bidders
PAGE 5 OF 27
3.
Introduction
3.1. Madhya Pradesh

Technology
Agency
for
Promotion
of
Information
Madhya Pradesh Agency for Promotion of Information Technology (here-in-after referred to as

MAP_IT) is a government society which has been established to propel the growth of
Information Technology (IT) and e-governance in Madhya Pradesh and to provide institutional
setup for implementation National e-governance Plan. Established in 1999, MAP_IT provides IT
support to the government departments and facilitate Human Resource Development activities in
the field of IT.
MAP_IT also co-ordinate with investors, industries, trade organizations and financial institutions
in public and private sector so as to promote growth in the IT sector.
Office of the MAP_IT is situated at the IInd Floor, State IT Center, 47-A, Arera Hills, Bhopal.
3.2. Background
MAP_IT receives a lot of requests from various Departments in Govt. of Madhya Pradesh for
software development. With this view, an in-house development team Centre of Excellence
(CoE) was setup in 2014. The software development requests have been growing since then by
leaps and bounds.
In order to cater to the growing needs of the Department(s), MAP_IT proposes to empanel
agencies having proven expertise in System Study, Design, Development, Implementation and
Maintenance of Web Portals, Web Enabled Applications, Web Sites and Mobile Apps using
latest available technologies like, Proprietary (.net etc.)Open Source (php, java, CMS Drupal
etc.)technologies.
This tender is for the empanelment of agencies for providing technical manpower for software
development and allied activities.
Work Orders issued under this empanelment for manpower engaged will be on man-month basis.
3.3. Eligibility / Qualifying Criteria

Eligibility Criteria is as per the table given below:
Table 3-1: Eligibility/Qualification Criteria
S.No.
1
Criteria
Complia
nce
(Yes/No)
Ref.
Pg.
No.
The bidder should be a Company registered in India under the Companies Act
1956/ 2013 or a partnership registered under the Indian Partnership Act 1932, with
their registered office in India, for the last four years as on 31st March 2016.
Copies of relevant documents must be submitted.
PAGE 6 OF 27

S.No.
2
5
6
7
8
11
12
13
Criteria
Complia
nce
(Yes/No)
Ref.
Pg.
No.
The bidder should have Articles of Association (in case of registered firms), Bye
laws and certificates for registration issued by the Registrar of Companies,
Partnership deed (in case of partnership firm)
Copies of relevant documents must be submitted.
The Bidder should have a Positive Net Worth for at least three of the last four
Financial
Years
(i.e.
2015-16,
2014-15,
2013-14,
2012-13).
Relevant CA certificate shall be submitted by the bidder for the stated financial
years. For FY 15-16, in case the audited financial statements are not available, the
bidder may submit provisional/unaudited figures
The bidder should have an average annual financial turnover from IT services in at
least three of the last four Financial Years (i.e. 2015-16, 2014-15, 2013-14 and
2012- 13) of at least INR 10 Crores.
CA certificate confirming the average annual turnover of the bidder during the
stated financial years must be submitted. For FY 15-16, in case the audited financial
statements are not available, the bidder may submit provisional/unaudited figures.
Bidder must submit a Power of Attorney in the name of the Authorized Signatory
for this tender.
Bidder must provide a copy of PAN Card
Bidder must provide a copy of Service Tax Registration
Bidder shall submit an undertaking of Non-Blacklisting (during the last five years)
by any agency / department / etc. under the Central / State / PSUs as on the bid
submission date.
Undertaking on Manpower :The bidder must have (at least) 20 number of resources
on company pay-roll for the past one (1) financial year.
Agency must have at least 8 number of resources with Minimum qualification B.E. / B. Tech / MCA (Computer Science / Computer Science Engineering /IT)
continuously on its rolls for the past 1 year.
The bidder shall submit a list of resources with the minimum required qualification
andanundertaking/self-declarationdulysigned(with company seal), by the CA / CS /
Authorize Signatory of the bidding organization, indicating adherence to the above
mentioned resource requirements.
The bidder must have experience of having successfully completed at least 5 (five)
different projects (i.e. for different clients/organizations) in last 3 financial years
(2015-16, 2014-15, 2013-14) in India in providing SoftwareDevelopment services
for:
1) Government Department(s); & / or
2) PSU(s); &/ or
3) Government Undertaking; &/or
4) Private Organization(s).
Provide copy of LOI/Work orders/Contract indicating Engagement value.
Bidder to submit an undertaking specifying the scope of work for cited projects
from an authorized signatory of the company.
(Details to be provided in Annexure-5: Client Details)
The bidder shall submit an Undertaking / Self-Declaration that post empanelment,
the Empaneled Bidder shall use the rate contract as finalized through this tender
only while making business transactions through MAP_IT and that the bidder shall
not usethisempanelmentanywhereelsewithouttheknowledge/approval/ consent of
MAP_IT.
Anybreachoftheabovestatedterms&conditionsshallleadtoimmediate termination of
the empanelment of the concerned bidder and forfeiting of the Security Deposit.
PAGE 7 OF 27

All bid documents must be clearly signed and stamped by the Authorized Signatory of the
bidder. Only those bidders, who satisfy the eligibility requirements and accept the terms and
conditions of this RFP document, shall be short-listed for further evaluation.
3.4. Earnest Money Deposit

i.
The bidder shall submit Earnest Money Deposit (EMD)of INR 1,00,000 (Rs. One Lakh Only),
which shall be deposited online during the submission of the tender on e-Procurement portal.
ii.
Unsuccessful bidders EMD will be released as promptly as possible, but not later than 120 days
after the award of the contract to the successful bidder.
iii.
The successful bidders bid security will be retained as Performance Security after signing the
Contract and will be deposited with MAP_IT. It will be returned at the end of the contract. The
EMD may be forfeited in following cases:
a. If a bidder withdraws his bid or increases his quoted prices during the period of bid
validity or its extended period, if any; or
b. In the case of a successful bidder, if it fails within the specified time limit to sign the
Agreement
PAGE 8 OF 27
4.
Bidding Instructions
4.1. Submission of Bids

Technical and Financial Bid/Proposal separately with Empanelment of Agencies to provide
technical resources for Software Development and Maintenance Services should be submitted
online through e-procurement portal.
The bids should be submitted as per the schedule given in the section important dates.
The Technical Proposal and Financial Proposals shall be placed in separate parts as follows:
Part 1: Technical Proposal
Part 2:Financial Proposal
4.2. Technical Bid

The Technical Proposal should contain the following information:
a) Proposal Form as per Annexure 1
b) Qualification of Bidder as detailed in Annexure 2 (Company Profile along with
documentary evidence of services offered and all relevant enclosures.)
c) Any additional information that the bidder may think fit but not included elsewhere in the
proposal, which will help MAP_IT to assess the capabilities of the Agency.
Note: The Technical Proposal shall not include any financial bid information.
4.3. Financial Bid

i.
After opening the Technical Bid and verifying the eligibility criteria, MAP_IT shall
notify the eligible Bidders indicating the date, time and place for financial bid opening.
The Financial Bid of technically qualified Bidders shall be opened in the presence of
Bidders who choose to attend.
ii.
The Financial Bid should be submitted strictly in the format given by MAP_IT as
Annexure 4 of this document and should not have any deviations, restrictive statements,
etc. therein. Otherwise, such bids are liable to be rejected at the sole discretion of
MAP_IT.
iii.
If any calculation error is found in the Financial Bid that would be corrected by MAPIT
and if any difference in the figures or words is found, then the values in words shall
prevail.
4.4. Period of Validity of Proposal

The Proposals submitted by bidders shall be valid for a period of 180 days from the date of
submission of the bid. On completion of the validity period (180 days), in case required,
PAGE 9 OF 27

MAP_IT, GoMP would solicit the bidders consent to an extension of the period of validity. The
request and the responses thereto shall be made in writing by post or email.
4.5. Amendments to RFE

At any time prior to the deadline for submission of Proposal, MAP_IT may amend the RFE
documents by issuing suitable Corrigendum. Any corrigendum issued in this regard shall be
uploaded on MAP_IT website. To give reasonable time to the vendors, so that they can take
corrigendum into account in preparing their Proposals, the Department shall extend (if
necessary), the deadline for submission of Proposals.
4.6. Language of Proposal

The Proposal, and all correspondence and documents related to the Proposal exchanged by the
bidder and the Department should be in English. Supporting documents and printed literature
furnished by the bidder may be in any language other than English provided they are
accompanied by an accurate translation of the relevant passages in English language. Supporting
material, which is not translated in English, will not be considered for evaluation. For the
purpose of evaluation and interpretation of the proposal, the English language translation shall
prevail.
4.7. Currency of the Proposal and Payment

The currency of the Proposal offers and the payments made (commercial transactions) shall be in
Indian Rupees (INR).
4.8. Clarification on Bids

During the evaluation of bids, if required, MAP_IT may seek clarification(s) of the bid from the
bidder via email / post / in person. If required clarification is not received in the specified time
limit, MAP_IT will have rights to reject the bid.
4.9. Bid Opening

i.
The technical bid containing Part 1: Technical Proposalonly will be opened online in
the first instance in the presence of representatives of the bidders at MAP_IT as
mentioned in the Section Important Dates.
ii.
Financial bids of only those bidders whose bids are found qualified by the Evaluation
Committee as per the Qualifying criteria will be opened through e-procurement in the
presence of the bidders representatives subsequently for further evaluation.
iii.
One authorized representative of each of the bidder would be permitted to be present at

the time of aforementioned opening of the bids.
PAGE 10 OF 27
4.10. Bid Evaluation

No enquiry shall be made by the bidder(s) during the course of evaluation of the tender, after
openingofbid,tillfinaldecisionisconveyedtothesuccessfulbidder(s).However,theCommittee/its
authorized representative and office of MAP_IT can make any enquiry/ seek clarification from
the bidders, which the bidders must furnish within the stipulated time else the bids of such
defaulting bidders will be rejected.
4.10.1.
Technical Evaluation
i.
The Bidders are requested to furnish documents to establish their eligibility (indicating the
reference page number in the bid against the proofs submitted) for each of the items given in
Eligibility Criteria. Relevant portions in the documents should be highlighted. If a bid is not
accompanied with all necessary documents, it may be summarily rejected.
ii.
Undertakingforsubsequentsubmissionofanyoftheeligibilitydocumentswillnotbe
entertained.
However, MAP_IT reserves the right to seek fresh set of documents or seek clarifications on the
already submitted documents.
iii.
Uponverification, evaluation/assessment, if in case any information furnished by the Bidder is

found to be false / incorrect, their bid will be summarily rejected and no correspondence on the
same shall be entertained.
iv.
Submission of false/forged documents will leadtoforfeiture of EMD andblacklisting of agency for

a minimum period of 3 years from participating in MAP_IT tenders.
v.
A Bid that does not fulfill all the stipulated eligibility conditions/criteria will not be considered.
vi.
The Bids conforming to the eligibility criterion only will be considered for further evaluation. If
there is any lack of clarity in the submitted eligibility documents, evaluation committee may ask
concerned bidder representative to be present physically to prove their eligibility.
vii.
No enquiry shall be made by the (s) during the course of evaluation of the tender, after opening of
bid, till final decision is conveyed to the successful agency(ies).
4.10.2.
Financial Evaluation
i.
The FinancialBidsofonlythosebiddersshortlistedfromtheTechnical Evaluation willbeopenedinthe

presence of their representatives on a specified date and time to be intimated to the respective
bidders by MAP_IT, and the same will be evaluated by a duly constituted Financial Evaluation
Committee (FEC).
ii.
If MAP_IT considers necessary, revised Financial Bids can be called from the shortlisted
Bidders, before opening the original Financial Bids.
iii.
No enquiry shall be made by the bidder(s) during the course of evaluation of the tender, after
opening of bid, till final decision is conveyed to the successful bidder(s).
iv.
There will be NO NEGOTIATION regarding the financial bid.
v.
Prices should be quotedinIndian Rupee only andindicated both in figuresand words. Figures in
words will prevail.
vi.
Taxes indicated in the Financial Bid including the taxes if any introduced later will be paid as per
actuals on the basis of the prevailing rate.
PAGE 11 OF 27

4.10.3.
Process of Empanelment
The lowest quoting bidder (L1) will be determined as mentioned below:

i.
Financial Bid having the Gross Total Value (GTV) will be opened for all bidders who have
qualified the Technical / Eligibility Evaluation on a date specified by MAP_IT.
a. The Average Bid Price for each Tier shall be computed by adding all Gross Total Values
(GTV) of all the qualified bidders and dividing the same by the number of such bidders.
b. However, bidders whose Financial Bids have Gross Total Value (GTV) that are less or
more than 50% of the Average Bid Price will be disqualified.
ii.
L1, L2, L3 bidders will be identified on the basis of the lowest Gross Total Value (GTV)
submitted by the Qualified Bidders as determined after Point 1 above
a. The bidder quoting the lowest rates of GTV in the Financial Bid shall be selected as L1.
b. Once L1 rates are finalized as per procedure defined in this section, other shall be given
the option to match L1 rates and get Empaneled with MAP_IT.
iii.
In case any bidder has failed to quote for any/all the items in the Detailed Commercials, the bid
submitted by that bidder will be rejected and its EMD will be forfeited. In the event wherein the
L1 bidder fails to provide complete details as per Detailed Commercials then L1 bidder would be
selected from other Qualified bidders as per Section (ii) above.
iv.
A panel of agencies will be formed by giving successive opportunity to L2, L3. Bidders to
match the lowest unit rates finalized as above.
a. In case the L2 bidder does not agree to match the L1 rates (within the time-frame
prescribed by MAP_IT), then the opportunity shall be passed on to the next bidder, i.e.
L3 and so on.
b. This process shall be continued till the panel size is complete. The Panel size is maximum
3 agencies.
c. The bidder who fails to match the L1 rates shall have the EMD refunded.
Correction of Error
Bidders are advised to exercise adequate care in quoting the prices. No excuse for corrections in
the quoted figures will be entertained after the proposals are submitted to MAP_IT. All
corrections, if any, should be initialed by the person signing the proposal form before
submission, failing which the figures for such items may not be considered.
Arithmetic errors in proposals will be corrected as follows:
i.
In case of discrepancy between the amounts mentioned in figures and in words, the amount in
words shall govern.
ii.
In case of discrepancy between the cost quoted in the pricing summary section for a component
and the total cost provided for the component in the detailed cost break up section the following
methodology shall be adopted
a. If GTV is LESS than sum total of all the weighted values of each item in the detailed
financial sheet, then the values for constituent items will be reduced proportionately and
the revised costs will be recalculated accordingly. Thus revised rates of constituent items
will be applicable.
PAGE 12 OF 27

For e.g. If GTV=98 & item wise sum of the costs in the detailed cost break up sheet is
100, then each item in Financial Bid will be multiplied by a factor 98/100. Thus the new
item wise values shall be the final quote. If L1 bidder fails to accept the individual unit
rates rationalized as per above procedure, their bid will be treated as cancelled and EMD
will be forfeited.
b. If GTV is GREATER than sum total of all the weighted values of each item in the
detailed cost break up section, then sum total of all the weighted values shall be treated as
GTV.
iii.
If L1 bidder fails to accept the individual unit rates rationalized as per above procedure, their bid
will be treated as cancelled and EMD will be forfeited.
4.11. Terms of Empanelment

i.
Empanelment for the tendershall be initially fora period of 3 (three) years,whichcan be extended
through mutual consent for 1 (one) more year.
ii.
The rates finalized shall remain valid during empanelment/extended empanelment.
iii.
After empanelment, selection procedure for issuance of Work Order / Purchase Order will be sole
discretion of MAP_IT/User Department. The Bidder will provide services as per MAP_IT/User
Departments requirements.
iv.
Escalation Matrix for Problem solving: The Empaneled agency should provide an escalation
matrixforproblemresolutiontotheuserbyprovidingtheNames,Designations,Contact Number(s) and
Email ID's of the persons to be contacted.
v.
During the empanelment, MAP_IT may ask the agency to submit the supporting documents
which may be required to ensure that the tender terms and conditions are fulfilled.
vi.
Minimum required qualification for the proposed resources shall be as per terms & conditions
laid out in this RFE.
vii.
Objection, if any, to the Work Order must be reported to concerned project coordinator by the
agency within five (5) working days counted from the Date of issuance of Work Order, otherwise
it is assumed that the agency has accepted the Work Order in total. This is applicable in case of
electronic publishing/delivery of Work Order also.
viii.
For every Purchase Order / Work Order issued by MAP_IT to the selected Empaneled agency,
the selected Empaneled agency / resources shall sign a mutually agreed Non-Disclosure
Agreement (NDA) with the User Department.
ix.
The format for the NDA proposed to be signed between selected Empaneled agency and
therespective User Department shall be provided post empanelment by MAP_IT/User
Department. Such NDA shall be mutual and subject to standard confidentiality exclusions and
with a clear survival period.
x.
A copy of the signed NDA shall be provided by the selected Empaneled agency to MAP_IT for
record keeping / reference purpose.
PAGE 13 OF 27
5.
General Terms and Conditions
5.1. Payment Terms

i.
Payment will be made in Indian Rupees only on quarterly basis.
ii.
Payments shall be subject to deductions of any amount for which the agency is liable as per the
penalty clause of this tender document. Further, all payments shall be made subjects to deduction
of TDS (Tax deduction at Source) as per the income- Tax Act, 1961 and any other taxes.
5.2. Confidentiality
The RFE contains information proprietary to MAP_IT. MAP_IT requires the recipients of this
RFE to maintain its contents in the same confidence as their own confidential information and
refrain from reproducing it in whole or in part without the written permission of MAP_IT.
MAP_IT will not return the bids/responses to the RFE received. The information provided by the
bidder/s will be held in confidence and will be used for the sole purpose of evaluation of bids.
5.3. MAP_IT reserves the right to the following

i.
Reject any or all proposals received in response to the RFE without giving any reason
whatsoever.
ii.
Waive or change any formalities, irregularities, or inconsistencies in proposal format delivery.
iii.
Extend the time for submission of proposal.
iv.
Modify the RFE document, by an amendment that would be published on the MAP_ITs website.
v.
Independently ascertain information from other organizations to which bidder has already
extended a service for similar assignments.
vi.
To terminate the services if the assignment is not proceeding in accordance with the terms of
contract
5.4. Other Instructions

i.
The successful bidder should treat all data and information about MAP_IT obtained in the
execution of the proposed assignment as confidential, hold it in strict confidence and should not
reveal such data/information to any other party without the prior written approval of MAP_IT.
ii.
The proposal should be submitted strictly in the format provided in this RFE document and
should be signed by the authorized signatory with seal of the Company.
iii.
A signed copy of this RFE shall be submitted along with the technical proposal as a token of
acceptance of RFE terms & conditions.
iv.
The proposal should be free of overwriting/ corrections/ alterations.
v.
The proposals should be signed by the authorized representative/s of the bidder.
PAGE 14 OF 27
5.5. Disqualification
The proposal submitted by a bidder is liable to be disqualified if:
a) Not submitted in accordance with this document.
b) During validity of the bid or its extended period, if any, the bidder increases his quoted prices.
c) Bid received in incomplete form or not accompanied by bid security amount.
d) Bid received after due date and time.
e) Bid not accompanied by all requisite documents.
f) Awardee of the contract qualifies the letter of acceptance of the contract with his conditions.
g) Bidder fails to enter into a contract within 15 days of the date of notice of the award of tender or
within such extended period, as may be specified by MAP_IT.
Bidders may specifically note that while processing the tender documents, if it comes to our
knowledge expressly or implied, that a bidder has intended to form a cartel resulting in delay /
holding up the processing of tender then the bidders so involved are liable to be disqualified for
this contract as well as for a further period of two years from participation in any of the tenders
floated by MAP_IT.
It is also clarified that if need arises MAP_IT would go in for appointment of outside party(s) to
undertake the work under the captioned tender. In case any party submits multiple bids or if
common interests are found in two or more Bidders, then such Bidders are likely to be
disqualified, unless additional bids / bidders are withdrawn immediately upon noticing such
things.
5.6. Modification, Substitution & Withdrawal of the Proposal

The bidder may modify, substitute or withdraw its proposal after its submission, provided that
written notice of the modification or withdrawal is received by MAP_IT prior to the deadline
prescribed for submission of proposals.
In case of substitution or withdrawal of proposal, the previous bid document will be returned
unopened on bid opening day. In case of modification of proposal, modified bid document along
with original bid document will be opened on bid opening day.
The Bidders modification, substitution or withdrawal notice shall be prepared, sealed, marked
and dispatched. The modification, substitution or withdrawal notice may also be sent by fax or
email but should be followed by a duly signed confirmation copy (in original) not later than the
deadline for submission of proposals.
No proposal may be modified or substituted subsequent to the deadline for submission of
proposal. No proposal may be withdrawn in the interval between the deadline for submission of
proposals and the expiration of the period of proposal validity specified by the bidder on the
Proposal Form.
PAGE 15 OF 27
5.7. Liquidation/Penalty
Penalty for the delay in deployment of Resources: Any unjustified and unacceptable delay resulting from reasons attributable to the Empaneled
agency as per purchase/ Work order will render the agency liable for liquidated damages at the
rate as mentioned in the following sections.
a. Deployment Penalties
S. No.
Parameter
SLA
Penalty
1
First
time Deploy all the required Penalty of Rs. 2000/- per day per
deployment of resources at MAP_IT within 6 person for resources not deployed.
the
required weeks of receiving the work
resources after order
receiving the
work order
Note: -In case of delay beyond 4 weeks, MAP_IT can terminate the empanelment along with
forfeiture of performance security.
b. Operational Penalties: S. No.
Parameter
SLA
Penalty
Shortfall
of If a resource is absent for 3 Penalty of Rs. 2000 per day per
attendance of consecutive working days resource absent, starting from the 3rd
resources
without any prior notice & day onwards upto 2 weeks.
deployed
approval.
Replacementof
resources
deployed
Resources deployed are not to

be replaced (unless requested
by
MAP_IT
due
to
performance
issues
or
otherwise). In case resources
are replaced, penalties will
apply.
Replacement of any resource within 6

Months of deployment: Penalty: Two
Man-months Cost of that resource
Replacement of any resource after 6 12 Months of deployment: Penalty:
One Man-month Cost of that resource
Replacement of any resource after 12
Months of deployment: Penalty: 50%
of the Man-month Cost of that
resource
Note: - The penalties, if applicable, shall be deducted from the quarterly payment against the
invoices of the agency. The maximum operational penalty that can be deducted from the
PAGE 16 OF 27

quarterly invoice would be 25% of the work order. Further, in case the value of total operational
penalties, is 25% or more of the quarterly service fees for 2 consecutive quarters, the contract
may be terminated and the performance guarantee may be forfeited.
5.8. Termination of Contract

5.8.1. Termination by Default
MAP_IT may, without prejudice to any other remedy for breach of contract, by written 7 days
notice of default sent to the Successful Bidder, terminate the Contract in whole or part.
If the Successful Bidder fails to deliver any or all of the systems within the period(s) specified in
the Contract, or within any extension thereof granted by the Purchaser pursuant to conditions of
contract clause or if the Successful Bidder fails to perform any other obligation(s) under the
Contract.
In the event that MAP_IT terminates the Contract in whole or in part, pursuant to the conditions
of contract clause, it may procure, upon such terms and in such manner, as it deems appropriate,
systems or services similar to those undelivered, and the Successful Bidder shall be liable to pay
MAP_IT for any excess costs for such similar systems or services. However, the Successful
Bidder shall continue the performance of the Contract to the extent not terminated.
5.8.2. Termination for Insolvency, Dissolution etc.
MAP_IT may at any time terminate the Contract by giving written notice to the Successful
Bidder, if the successful bidder becomes bankrupt or otherwise insolvent. In this event
termination will be without compensation to the Successful Bidder, provided that such
termination will not prejudice or affect any right of action or remedy, which has accrued or will
accrue thereafter to MAP_IT.
5.8.3. Termination for Convenience
MAP_IT, by written notice sent to the Successful Bidder may terminate the Contract, in whole or
in part, at any time for its convenience. The notice of termination shall specify that termination is
for MAP_ITs convenience, the extent to which performance of the Successful Bidder under the
Contract is terminated, and the date upon which such termination becomes effective. However,
any undisputed payment to the invoices of the task accomplished by successful bidder would be
paid by MAP_IT.
5.9. Force Majeure

Notwithstanding the provisions of conditions of contract, the Successful Bidder shall not be
liable for forfeiture of its performance security, liquidated damages or termination for default, if
and to the extent that, its delay in performance or other failure to perform its obligations under
the Contract is the result of an event of Force Majeure.
PAGE 17 OF 27

For purpose of this Clause, Force Majeure means an event beyond the control of the Successful
Bidder and not involving the Successful Bidders fault or negligence and not foreseeable. Such
events may include, but are not limited to, acts of MAP_IT either in its sovereign or contractual
capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight
embargoes.
If a Force Majeure situation arises the Successful Bidder shall promptly notify MAP_IT in
writing of such conditions and the cause thereof. Unless otherwise directed by MAP_IT in
writing, the Successful Bidder shall continue to perform its obligations under the Contract as far
as is reasonably practical, and shall seek all reasonable alternative means for performance not
prevented by the Force Majeure event.
5.10. Disputes and Arbitration

If any dispute of any kind whatsoever shall arise between MAP_IT and the Successful Bidder in
connection with or arising out of the Contract, including without prejudice to the generality of
the foregoing, any question regarding its existence, validity, or termination, the parties shall seek
to resolve any such dispute or difference by mutual consultation.If the parties fail to resolve such
a dispute or difference by mutual consultation, the dispute can be resolved as per the Arbitration
& Conciliation Act.
PAGE 18 OF 27
6.
Annexures
6.1. Annexure 1: Proposal Form

(To be included in Technical Proposal)
Date: ___/___/2016
To,
The Chief Executive Officer, MAP_IT
State IT Center, 47 A,
Arera Hills, Bhopal 462004
Subject: Proposal for Empanelment of Agencies to provide Technical Resources for Software
Development and Maintenance Services at MAP_IT.
Dear Sir,
Having examined the Bid Document, the receipt of which is hereby duly acknowledged, we, the
undersigned, offer to provide Technical resources for Software Development and Maintenance
Services and to meet such requirements & provide such services as are set out in the Bid Document.
We hereby attach the Technical Bid as per the requirements of the tender document.
We undertake, if our Bid is accepted, to adhere to the provide resources within the timelines put forward
in the RFE or such adjusted plan as may subsequently be mutually agreed between us and MAP_IT,
GoMP or its appointed representatives. If our Bid is accepted, MAPIT will retain our EMD as
Performance Security Deposit.
We agree that you are not bound to accept the lowest or any Bid Response you may receive. We also
agree that you reserve the right in absolute sense to reject all or any of the products/ services specified in
the Bid Response without assigning any reason whatsoever.
It is hereby confirmed that I/We are entitled to act on behalf of our corporation/company
/firm/organization and empowered to sign this document as well as such other documents which may be
required in this connection.
Dated this . Day of ..20XX
(Signature)
(In the capacity of)
PAGE 19 OF 27

Duly authorized to sign the Bid Response for and on behalf of:
.
(Name and address of the Bidder)

Seal/Stamp of Bidder
PAGE 20 OF 27
6.2. Annexure 2: Qualification of the Bidder

6.2.1. Bidder Information Sheet
Table 6-1: Bidder Information Sheet
S. No.
Particulars
Details
Name of the Entity/ Organization

Registered office address
Telephone number
Fax number
Email
Correspondence Address
Details of the Contact Person
designation, address)
Telephone number
Fax number
Email
Financial Turnover
1.
2.
3.
4.
5.
Page no. (for any

attachment)
(name,
FY 15-16:
FY 14-15:
FY 13-14:
Year and Place of the establishment of the

entity/organization
Service Tax Registration details
Details of the offices present in Madhya
Pradesh, if any
6.
7.
8.
6.2.2. Experience/Project Details

Table 6-2: Project Details (To be filled for each Project)
S.No
1
2
3
4
5
6
7
8
9
Item
Name of the project
Details
(Alsospecifythenameofwebsite/portal/web
application
AND
URL of the website/portal/Web application)
Work Order / Contract No.
Contract Value (In Lakhs)
Client Details
Name, Title & Address of the Client who can be
contacted
Project Duration
Start Date & End Date
Scope of work
Relevant work domain
Software Tools & Technology used
Total Efforts in Man months
*Work Order/ Contract copy (Mandatory attachment)
PAGE 21 OF 27
6.3. Annexure 3: Qualification & Experience of Technical Resources

Table 6-3: Qualification & Experience of Resources Required
S.No.
1
ROLE
MINIMUM REQUIRED QUALIFICATION & EXPERIENCE
Resources for System study, design, development,implementation and maintenance for website, web
portal, application (mobile & web based)
B Tech/ B.E. / MCA (preferably in Systems/IT)/ MSc in IT/Computer Science
Solution
Architect
Minimum5yearsexperienceofappliedexperienceinweb/cloud hosting support
Broad knowledge and understanding of IT concepts and architectures, coupled with
practical knowledge of problem management and the principles and processes of
implementing and delivering IT services.
Minimum BE/B.tech/MCA/BCA/BFA/MFA/B. Arch/B.Design/M.Design /PG
UI Designer
diploma in Web Design/ MSc in IT/Computer Science
Minimum5yearsexperienceindesigningforIT/software development / IT System
projects / Website Development / Mobile Application Development.
Minimum of 2 years relevant experience in Software Applications / Web / Mobile
UI-UX design and development.
Exposure to Government Web designing preferred
Minimum B.E. / B. Tech / MCA (Computer Science or IT)/ MSc in IT/Computer
Developer
Science .
5+years experience: Minimum 5 years experience in IT/ software development / IT
System projects / Website Development / Mobile Application Development with
Minimum of 2 years experience in Website and Mobile Application development for
IT Projects.
3-5 years experience: Minimum 3 years experience in IT/ software development /
IT System projects / Website Development / Mobile Application Development with
Minimum of 2 years experience in Website and Mobile Application development for
IT Projects
Minimum B.E. / B. Tech / MCA (preferably in Systems / IT / Computer/ MSc in
Quality
IT/Computer Science
Expert
Science).
Minimum 4 years experience in IT/ software development / IT System projects /
Website Development / Mobile Application Development.
Minimum of 2 years experience in same role (i.e. Quality Expert).
PreferablyshouldhaveworkedonlayingdownguidelinesforS/w development quality
assurance framework.
Exposure to finalization of the User Acceptance Process and Criteria.
Documentati CONTENT WRITER
on Expert
Minimum Graduation / Post Graduation in English / Hindi, PG Diploma
inMassCommunicationsfromGovernmentrecognizeduniversities/
institutes.
Minimum of 3 years experience in content writing for Websites & / or
Web Portals.
TECHNICAL WRITER
MinimumB.E./B.Tech(IT/ComputerScience).withexcellent technical writing skills.
Minimum of 3 years experience in same role (i.e. Technical Writer).
Minimum B.E. / B. Tech / MCA (IT / Computer Science)/ MSc in IT/Computer
Mobile
Science .
Application
Developer
Minimum of 2 years experience in same role (i.e. Mobile Application Development).
Minimum of 2 years experience in same role (i.e. Mobile Application Development).
PAGE 22 OF 27

S.No.
ROLE
Database
Admin
Security
Expert
Systems
Admin
10
Tester
11
Business
Analyst
MINIMUM REQUIRED QUALIFICATION & EXPERIENCE

Minimum B.E. / B. Tech / MCA (in Computer Science or Engineering)/ MSc in
IT/Computer Science for all database admin
Minimum of 2 years experience in same role (i.e. Database Admin).
3-5 years experience: Minimum 3 years experience in IT/ software development / IT
Minimum of 2 years experience in same role (i.e. Database Admin).
MinimumB.E./B.Tech/MCA(preferably inCS/Electronics and Communications)/ MSc
in IT/Computer Science.
Minimum 5 years experience in IT/ software development / IT System projects /
Website Development / Mobile Application Development.
Minimum of 2 years experience in same role (i.e. Security Expert).
Exposure to BS15000 process /ISO 27001/ BS 7799/ISO 20000/ ITIL or
ITIL certified.
B Tech/ B.E. / MCA (preferably in Computer Science)/ MSc in IT/Computer Science
SystemsAdministration/SystemEngineercertificationinUnixand
Microsoft
Minimum of 2 years system administration experience.
Minimum B.E. / B. Tech / MCA (preferably in CS / IT) for all testers/ MSc in
IT/Computer Science
Minimum of 2 years experience in same role (i.e. Tester).
Minimum of 2 years experience in same role (i.e. Tester).
Minimum B.E. / B. Tech / MCA/ MSc in IT/Computer Science for all Business
Analysts
5+years experience: Minimum 5 years experience in monitoring of IT/eGovernance projects with Minimum of 2 years experience in same role (i.e. Business
Analyst).
3-5 years experience: Minimum 3 years experience in monitoring of IT/eGovernance projects with Minimum of 2 years experience in same role (i.e. Business
Analyst).
Experience in requirement gathering and process study/designing is also required
PAGE 23 OF 27
6.4. Annexure 4: Financial Bid Format

FINANCIAL BID
(To be included in Financial Proposal)
Date: ..............................
To,
Chief Executive Officer, MAP_IT
State IT Center, 47 A,
Arera Hills, Bhopal 462004
Subject: Financial Bid for Empanelment of Agencies to provide Technical Resources for Software
Development and Maintenance Services at MAP_IT.
Dear Sir,
In reference to the Request for Empanelment (RFE) of Agencies to provide Technical Resources for
Software Development and Maintenance Services at MAP_IT, we submit herewith the Financial Bid
(fees) for the assignment proposed by MAP_IT as Software Development agency.
S.No.
1
Particulars
Resources for WEBSITE, WEBPORTAL,
APPLICATION (MOBILE & WEB BASED)
GRAND TOTAL VALUE (GTV) (in words)
Total Value
GTV
Terms &Conditions: i.
The above quoted fee includes all duties, levies, taxes; Service Tax at the applicable rate.
ii.
The rates quoted would remain fixed for the entire contract period.
iii.
We understand that while the Grand Total Value arrived is the final output taken into
consideration purely for bid-evaluation purposes, and is in accordance with Annexure 5: Detailed
Commercials.
iv.
The Payment for the aforesaid quoted value shall be paid in accordance with Payment Terms.
v.
The financial bid is liable to be rejected in absence of Annexure 5: Detailed Commercials
All above terms & conditions are agreed upon.
Place:
Bidders signature with seal
Date :
PAGE 24 OF 27
6.5. Annexure 5: Detailed Commercials

Name of the Bidder
Man-Month
Rate
Total
Multiplication
(R)
Cost
S. No.
Positions
Unit
Factor
(including
(R x M)
(M)
Taxes)
(in INR)
(in INR)
Resources for WEBSITE, WEBPORTAL, APPLICATION (MOBILE & WEB BASED)
1
Solution Architect
Man Months
2
2
UI Designer
Man Months
2
3
Developers
3.1
0-2 years Experience
Man Months
30
3.2
Man Months
15
3.3
5 + years experience
Man Months
5
4
Quality Expert
Man Months
2
5
Documentation Expert
Man Months
3
6
Mobile Application developers
6.1
Man Months
3
6.2
Man Months
2
6.3
Man Months
1
7
Database Admin
7.1
Man Months
2
7.2
Man Months
1
8
Security Expert
Man Months
2
9
Systems Admin
Man Months
2
10
Tester
10.1
Man Months
7
10.2
Man Months
4
10.3
5 + years Experience
Man Months
1
11
Business Analyst
11.1
Man Months
3
11.2
5+ years Experience
Man Months
3
GRAND TOTAL VALUE (GTV)
Note:
PAGE 25 OF 27
NIL Value quoted against any position above shall lead to rejection of bid.
The bidders should quote for all the items in the above table.
Rates quoted above shall be applicable for professionals in any technology and platform.
The rates quoted above shall be in compliance with Employee provident fund act,
minimum wages act, etc.
Requirement of services will be decided by MAP_IT/user department and will vary from
case to case basis.
PAGE 26 OF 27

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TENDER DOCUMENT

Madhya Pradesh Agency for Promotion of Information

Request for Empanelment (RFE) of Software Development Agency

NOTICE INVITING TENDER (NIT) .................................................................................................................... 4

MADHYA PRADESH AGENCY FOR PROMOTION OF INFORMATION TECHNOLOGY ...........................................................6

BIDDING INSTRUCTIONS ............................................................................................................................... 9

GENERAL TERMS AND CONDITIONS............................................................................................................ 14

Request for Empanelment (RFE) of Software Development Agency

ANNEXURE 3: QUALIFICATION & EXPERIENCE OF TECHNICAL RESOURCES .................................................................22

Request for Empanelment (RFE) of Software Development Agency

Notice Inviting Tender (NIT)

Tender for Empanelment of Software Development Agency

(Addl. Chief Executive Officer)

Request for Empanelment (RFE) of Software Development Agency

Issuance of RFE Document

Pre-Bid Conference will be held in MAP_IT Office

(Aryabhat Conference Room, MAP_IT, 2nd Floor, State IT

Last Date and Time for Submission of Bids

12-01-2017, till 03:00 PM IST

Technical Bid Opening

12-01-2017,at 03:30 PM IST

Financial Bid Opening

Will be communicated to the

Request for Empanelment (RFE) of Software Development Agency

3.1. Madhya Pradesh

Madhya Pradesh Agency for Promotion of Information Technology (here-in-after referred to as

3.3. Eligibility / Qualifying Criteria

Request for Empanelment (RFE) of Software Development Agency

Request for Empanelment (RFE) of Software Development Agency

3.4. Earnest Money Deposit

Request for Empanelment (RFE) of Software Development Agency

4.1. Submission of Bids

4.2. Technical Bid

4.3. Financial Bid

4.4. Period of Validity of Proposal

Request for Empanelment (RFE) of Software Development Agency

4.5. Amendments to RFE

4.6. Language of Proposal

4.7. Currency of the Proposal and Payment

4.8. Clarification on Bids

4.9. Bid Opening

One authorized representative of each of the bidder would be permitted to be present at

Request for Empanelment (RFE) of Software Development Agency

4.10. Bid Evaluation

Uponverification, evaluation/assessment, if in case any information furnished by the Bidder is

Submission of false/forged documents will leadtoforfeiture of EMD andblacklisting of agency for

The FinancialBidsofonlythosebiddersshortlistedfromtheTechnical Evaluation willbeopenedinthe

There will be NO NEGOTIATION regarding the financial bid.

Request for Empanelment (RFE) of Software Development Agency

The lowest quoting bidder (L1) will be determined as mentioned below:

Request for Empanelment (RFE) of Software Development Agency

4.11. Terms of Empanelment

The rates finalized shall remain valid during empanelment/extended empanelment.

Request for Empanelment (RFE) of Software Development Agency

General Terms and Conditions

5.1. Payment Terms

Payment will be made in Indian Rupees only on quarterly basis.

5.3. MAP_IT reserves the right to the following

Waive or change any formalities, irregularities, or inconsistencies in proposal format delivery.

Extend the time for submission of proposal.

5.4. Other Instructions

The proposal should be free of overwriting/ corrections/ alterations.

The proposals should be signed by the authorized representative/s of the bidder.

Request for Empanelment (RFE) of Software Development Agency